Creating MARC Records for CLICnet Using E-journal Title Lists Amy Kreitzer College of St. Catherine Library

Background Application of RIT’s approach in a consortial setting CLIC E-Journals Task Force, Fall My project partner: Sr. Barbara Brooks, cataloger

What is an aggregator? A collection of full-text journals Usually does not provide a chronological issues list or table of contents for a particular journal title Cataloged so far: Alt-HealthWatch, ScienceDirect, Library Literature & Information Science Full Text

The “raw materials” for this approach Spreadsheet of e-journal data for aggregator Software: MARCMaker, MS Excel, MS Word MARC template FTP server

MARCMaker Free software from Library of Congress Use to create basic MARC bib records by converting text into MARC Requires a PC running Windows

Overview of Process Produce spreadsheet of e-journal data Prepare MARC template in MS Word Perform Mail Merge Run resulting file through MARCMaker Load resulting file into Innopac

Step 1: Produce spreadsheet Title ISSN Coverage dates URLs for each 856 field needed Any other variable data needed

Limitations of data from vendor Lack of standardization Non-serial titles may be included Frequency of update Backfiles and previous titles may not be fully accounted for

WilsonWeb’s online Journal Directory

Resulting title list (save as text)

Import the journal list into MS Excel

Manipulating Data in MS Excel Search and replace Concatenate Dragging the fill handle to copy text to other cells Copy (a column)  Paste Special  Values

Finished spreadsheet

Step 2: Prepare MARC template Create in MS Word according to MARCMaker’s specifications Includes Merge Fields which are receptacles for data from the Excel spreadsheet

Template for Library Literature & Info. Science Full Text

Step 3: Perform Mail Merge Open MARC template in MS Word Select Tools  Mail Merge Save resulting document as a text file Copy file to MARCMaker directory

Mail Merge in MS Word

Resulting 78-page document (save as a text file)

Step 4: Run text file through MARCMaker

Text input file:wilson.txt MARC output file:WILSON.MRC MARC mnemonic file: marc21.txt

Step 5: Put the file on your library’s FTP server

Step 6: Transfer the file to the Innopac Login to text-based INNOPAC. From Read/Write MARC records, select “Load Records via a Locally Created Load Profile.” Read MARC records into Innopac using FTS

Local Load Profile Features Adds items based on the 949s in each record Does not attempt to do any match and overlay

Read/Write MARC Records

Select F > Read MARC records into Innopac using FTS

Enter the name of the file.

Select the address of your FTP server.

Type the line number for your.MRC file.

Press T to transfer the file.

Step 7: Preprocess the records Back at the Load Bibliographic Records screen, select P > PREPROCESS records loaded via FTS

Select P to preprocess records loaded via FTS.

Enter the line number for your file.

Successful preprocessing

WILSON.MRC.lmarc ready for loading

Step 8: Load the records Back at the Load Bibliographic Records screen, select L to load records.

Select L to load records.

Select the line number for your.lmarc file.

Press T to change from Loading mode to Testing mode.

Testing mode

Successful test load

Now select L to do a real load.

Select the line number for your.lmarc file.

With Loading mode selected, press L to Load records.

Loading complete

Successful load

Sample record in OPAC

Update Procedure Prepare new spreadsheet and process with MARCMaker Create a review file of the old records in Create Lists by searching on the code in 947 field Delete old bibs and attached items in review file Load new MARC records

Advantages of this Solution Integration of e-journals with the OPAC Fast Inexpensive Maintainable Division of labor

Disadvantages of this Solution Accuracy of records is dependent on the accuracy of the vendor’s data. Records are brief In-house solution requires some effort and persistence

Consortial Issues Finding out which libraries have access to which full-text packages Training Equitable division of labor Constructing URLs for other libraries with URL-rewriting proxies like EZproxy

Next Steps Catalog InfoTrac e-journals Establish priority list for cataloging other aggregators Work on providing subject access